Telework Elham Shirazi e-planning. Nicholas W. Ramfos Metropolitan Washington Council of Governments

Transcription

1 Telework 2010 Elham Shirazi e-planning Nicholas W. Ramfos Metropolitan Washington Council of Governments Jennifer Thomas Alcott Virginia Department of Rail & Public Transportation

2 Overview 2010 MWCOG State of the Commute: Telework Data New Federal Legislation Telework!VA Update Telework Initiatives in Other States Best Practices for Motivating Change Best Practices for Implementing Telework Q&A

3 2010 MWCOG State of the Commute Survey: Telework Data Nicholas W. Ramfos

4 Telework Defined Wage and salaried employees who at least occasionally work at home (or at a telework or satellite center) during an entire work day, instead of traveling to their regular work place. 4

5 Number of Teleworkers in the Washington DC Metropolitan Region # of Teleworkers

6 Snapshot of Teleworking in Washington Region In 2007, 19% of the Workforce Teleworked on Average 1.5 days per Week 456,000 Teleworkers In 2010, 25% of the Workforce Teleworked an Average of 1.3 days per Week 600,000 Teleworkers 6

7 Telework Potential in the Region Of Non-Telecommuters in 2010: 30% Have Telework Appropriate Job Responsibilities 21% Could and Would Telework if Offered the Opportunity 500,000 Potential new Teleworkers 7

8 Telework Potential in the Region Teleworkers 2010 "Could & Would" Total Potential Employer Type 600, ,000 1,100,000 Private Sector / Non-Profit 28% 27% 55% Federal 27% 35% 62% State / Local 13% 19% 32% Totals 25% 24% 49% 8

9 New Federal Legislation Jennifer Thomas Alcott

10 New Federal Legislation Telework Enhancement Act of 2010 (H.R. 1722) No later than 180 days after enactment, each executive branch agency shall: Establish telework policy Determine employee eligibility Notify all employees of their eligibility Establish interactive training programs for teleworkers and telework managers Include telework in business continuity (COOP) plans Designate a Telework Managing Officer (senior official with direct access to agency head) Provide yearly progress reports to the Office of Personnel Management

11 Telework!VA Update Jennifer Thomas Alcott

12 FY10 Activities Partnered with VDOT to engage in expanded marketing activities in NOVA. Partnered with the Telework Exchange, Ridefinders, and TRAFFIX to host three telework educational events. Continued collaborating with VA Megaprojects EST to promote and incentivize telework as a congestion mitigation measure in areas impacted by construction of significant transportation infrastructure improvements.

13 FY10 Results: 71 Applications for Telework!VA 48 New Participants: 30 NOVA employers 14 Richmond employers 4 Hampton Roads employers Total Results to Date: 173 participants: 103 NOVA employers 44 Richmond employers 26 Hampton Roads employers ~35,800 employees

14 Results to Date ( ) New Telework!VA Participants by Fiscal Year FY02 FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 to date NOVA RICH HR IMPACT: Estimated annual VMT reduction ~30 million miles.

15 Telework Initiatives in Other States Elham Shirazi

16 Georgia Telework Tax Credit What is the Telework Tax Credit? The Georgia Telework Tax Credit (Code ) allows qualified employers to receive a tax credit in 2011 for starting or expanding a telework program How much money is available? Up to $20,000 for costs related to program development and up to an additional $1,200 per new teleworker. The State of Georgia is allocating a total of $2.5M in tax credits for 2011 When must employers apply? In order to take the tax credit for 2011, applications must be submitted between September 1 and October 31, 2010

17 Downtown Seattle Free Consulting Telework and Alternative Work Hours Downtown Employers Impacted by the Construction of the Alaskan Viaduct Program No application Open to any size employers Replace 810 daily trips King County Metro Funded by State of Washington

18 Southern California AQMD Demonstration Project (SCAQMD) One Stop Website Four County Commissions pilots Training Program to be handed off to County Commissions in Orange, Los Angeles, San Bernardino and Riverside Counties

19 Telecommute CT! Free assistance offered through RideWorks the Rideshare Agency Assistance for HR, Technology, Telephony, Training Large Research Component Funded by State of Connecticut

20 General Characteristics Financial: Subsidy and Tax Credit, Assistance: One on One Consulting, Website, Templates, Case Studies. Research: Level of Participation, Demographics, Program Impact on Employer, Employees, Community and Trip Reduction Training: Workshops, Manager and Teleworker Training, Webinars

21 Best Practices for Motivating Change: Selling Telework to Employers Jennifer Thomas Alcott

22 Selling Telework Identify your audience Identify their concerns Engage! Highlight benefits to employer Educate

23 Identify your Audience CEO ETC Human Resources Information Technology Facilities

24 What Are Their Concerns? CEO: Big picture ETC: Telework is different from other TDM measures, how do *I* make this work? Human Resources: Liability, grievances, equity, paperwork! Information Technology: Infrastructure, supporting remote users, hacking, viruses, HIPAA Facilities: Will I have a facility to manage? Security: Proprietary information, hacking, viruses, client confidentiality/hipaa

25 Engage Engage in a dialogue Ask questions: Is the organization dealing with any specific problems/issues? Listen to words, body language, tone of voice Read between the lines Address their concerns Discuss the value of pilot programs Don t bluff!

26 Highlight Benefits to Employer Based on expressed concerns, big picture, AND current trends/events. Reduced Overhead Costs Increased Productivity Flexibility/Agility Enhanced Green Strategies/LEED Certification Business Continuity Reduced Absenteeism Freedom from Geographical/Chronological Limitations Recruit/Retain Highly-Skilled Employees Use metrics!

27 Educate Leave-behind educational materials: Case studies Dispel Common Telework Myths Incentive/assistance programs Follow up via with links to appropriate resources (telework.gov, Telework!VA online resources, incentive/assistance programs) Expect additional questions and concerns connect the employer to a telework specialist. Committing to a telework program is usually a process, not an instantaneous decision!

28 Best Practices for Implementing Telework Elham Shirazi

29 Defining Telework Extends the workplace beyond the traditional office Is a voluntary arrangement and not an entitlement Replaces business related trips Maintains productivity in face of disasters Requires planning and consensus building Depends on technology Depends on management commitment

30 Teleworking is not... For every employee, every job Always a full time arrangement A replacement for child care or dependant care Sending people home and never seeing or hearing from them again A substitute for managing personal or other activities Always expensive

31 Telework-related Issues Selection Coverage Worker s Comp Technology Connectivity Training Non-Teleworkers

32 Implementation Steps 1. Gain Management Commitment Month 1 2. Select Telework Coordinator Month 1 3. Form a Steering Committee Months Develop Policies/Agreement Months Assess Costs and Savings Months Develop Technology Component Months Select Participants and Supervisors Months Implement Program On-going 9. Train Participants Month Evaluate and Troubleshoot On-going

33 Gain Management Commitment Convince upper management Convince middle management Convince employees Develop proposal

34 Upper Management Issues Productivity Cost Coverage Bottom-line Overhead Recruitment/Retention Sustainability

35 Middle Management: More Sensitive to Day to Day Issues Performance Issues- How do I know if they are working? Communication Issues- How will I reach staff? Cost Issues- How can we afford a telework program? Technology Considerations- Do we now have to equip the employees at home and at work?

36 Middle Management: Other Issues Equity/Haves and Have-Nots What about those who cannot telework? Selection How do I select the right employees? Loss of control and corporate loyalty Will these employees now start looking for other work? Safety/Ergonomics- Do we inspect the home office?

37 Getting Organized Develop Proposal Define Telework Emphasize Benefits Be Bottom-Line Oriented Determine Cost and Savings Assess Technology/Connectivity Needs Identify Next Steps

38 Select Coordinator Sells the program Makes presentations Recruits supporters and pilot Plays a leadership role Helps make selection Troubleshoots Pioneers the program

39 Form A Steering Committee Decision-makers Key departments Pilot group Commitment Sells the program

40 Develop Policies and Agreement Goals Arrangement Frequency Worker s compensation and liability Resources Technology Insurance Work space Selection criteria Non-telecommuters Communication needs Scheduling issues

41 Conduct a Jobs Assessment Job Function Project Oriented Measurable Impact on others Need for equipment Face to face Interaction with others Teleworker Organizational skills Flexibility Self-disciplined Experience Working relations Supervisor Customer impact

42 Analyzing Job Functions for Telework Job Function Always Sometimes Never Tasks can be done independently Work completed is measurable based on deliverables Quality and quantity of work are measurable Non-teleworker functions are minimally affected Need for specialized material or equipment is minimal Deals with confidential and proprietary information Requires Teamwork Need for face-to-face interaction can be managed

43 Eligibility Factors Performance rating Tenure Grade level Position description Organizational structure Other

44 Employee Characteristics Self-motivated, self-managing Results-oriented Conscientious, organized Independent worker Flexible Understands job requirements Understands organizational policies and procedures Communicates well with colleagues and clients Handles change well

45 Analyzing Employee Characteristics for Telework Poor Excellent Self-disciplined Experience,and skill level Characteristic Past and current performance productivity levels Organizational skills Communication skills Relationships with others Relationships with clients Ability to be flexible

46 Assess Technology Component Equipment needs Frequency Connectivity issues Pre-testing Tech support

47 Estimate Costs and Savings Identify savings Identify costs Who pays for what? Start cost neutral for pilot

48 Training & Evaluation Training Prior to teleworking Evaluation Surveys Focus groups Interviews

49 Companies with Successful Programs GE Energy IBM Crawford and Company Delta Airlines Lathem Time Home Depot Kaiser Permanente MetLife State of Georgia Wellstar

50 Questions?

51 Elham Shirazi e-planning.com Nicholas W. Ramfos Jennifer Thomas Alcott